Audience: Finance, Business Analytics, Reporters, and Management — anyone tracking patient account financial status
What this guide covers
- Why you'd run this report and what you get
- Where to find the Account Balances Report
- Each filter option and what it does
- How to download and use your results
Why run this report
The Account Balances Report gives you a snapshot of your institution's patient account balances at a point in time. You can slice by eligibility, status, age range, and more to answer questions like:
- What's our total A/R across all active accounts?
- How many accounts are in bad debt?
- Which accounts are payment plan eligible?
- What does our balance distribution look like by account age?
The output is an Excel file, so you can pivot, sort, and analyze offline — perfect for monthly reporting, board presentations, or identifying cohorts that need outreach.
Getting there
- Go to Reports. In the main navigation, find the Reports section.
- Find "Account Balances Report" in the available reports list.
- Click it. You'll land on the filter form.
Setting up your filters
All filters use your institution's current timezone. Fill in what you need — some are required, some are optional.
Required filters
| Filter | What to do |
|---|---|
| Institution | Select the institution you want to report on. If you only have access to one, it's pre-filled. |
| Max Accounts | Choose the maximum number of results to return: 1,000 | 10,000 | 100,000 | 250,000. Start smaller if you're testing; scale up once you know what you're looking for. |
Optional filters — account status
| Filter | What it means |
|---|---|
| Include Suppressed | Yes/No. Suppressed accounts are hidden from most views but can still carry balances. Include them if you want the complete picture of all accounts, not just active ones. |
| Visit Type | Filter by the type of patient visit (e.g., Emergency, Inpatient, Outpatient). Leave blank to include all types. |
| Account Balance Type | Narrow by balance category — e.g., positive balance (money owed to you), zero balance, negative balance (credit). |
| Age Range | Filter by how long accounts have been in the system — e.g., 0–30 days old, 30–90 days, 90+ days. Useful for spotting recent vs. stale debt. |
| Statement Path | Institution-specific. Select a statement path if you want to slice by how bills are grouped or routed. Leave blank to include all. |
Optional filters — eligibility & status
| Filter | What it means |
|---|---|
| Bad Debt | Yes/No/All. Bad debt accounts are typically accounts that are written off or deemed uncollectible. Filter to Yes if you're tracking that specifically; All includes everything. |
| Statement Eligible | Yes/No/All. Accounts eligible to receive statements. This often correlates with whether an account is "active" in your institution's system. |
| Patient Payment Plan Eligible | Yes/No/All. Accounts that can be enrolled in a patient-initiated payment plan. Useful if you want to identify outreach targets for plan enrollment. |
| Staff Payment Plan Eligible | Yes/No/All. Accounts that staff can create a payment plan on manually. |
| Pay In Full Eligible | Yes/No/All. Accounts eligible for a "pay in full" option (no payment plan). |
| Payment Eligible | Yes/No/All. Accounts that can accept a payment right now. Filter to Yes to exclude accounts on hold, in disputes, or otherwise blocked. |
Running the report
- Fill in at least the required fields. Add optional filters if you need to narrow the results.
- Click Generate Report (or Submit, depending on your version).
- Wait for processing. Larger reports may process in the background — you'll see a status message or can check your email for a download link.
- Download your file. The Excel file is named
AccountBalances-{date}.xlsx— open it and you're ready to analyze.
What's in your results
Each row is one account. Columns typically include:
- Account number and patient name
- Current balance (broken down by type if applicable)
- Eligibility flags (payment plan, statement, payment eligible, etc.)
- Visit type and account age
- Bad debt status
- Any suppression or hold flags
Because this is a raw export, you have full flexibility to pivot on any column, sum by eligibility, filter to specific ranges, or compare cohorts.
Tips & tricks
- Start with a smaller Max Accounts if you're new to this report. Running a 250,000-row export takes longer and can be hard to navigate. Test with 1,000 or 10,000 first to see what columns you actually need.
- Use Age Range to split A/R trends. Compare recent accounts (0–30 days, usually higher-priority) against older ones (90+ days, often harder to collect) to guide collection strategy.
- Combine eligibility filters to find your targets. E.g., filter to "Payment Eligible: Yes" + "Patient Payment Plan Eligible: Yes" to identify accounts that are both active and good candidates for enrollment.
- Run this monthly or quarterly for trend analysis. Save each export with a date in the filename so you can track whether your total A/R is growing, shrinking, or aging.
- Statement Eligible often maps to "active" accounts. If you're unsure which accounts are truly in your active portfolio vs. historical, Statement Eligible is a good proxy.
For help finding specific accounts or taking action on them, see Finding a Patient's Account or Taking a Payment from an Account. For other reports, check the Reports section in the Help Center.